Enhanced Contract Monitoring
TXST Contract Management Responsibilities
A Contract Manager (department stakeholder) should have a proficient understanding of all contract terms and conditions, the ability to communicate the contract requirements to all parties involved and maintain responsibility over the vendor’s performance for any contract they are a stakeholder.
The Contract Manager should ensure that the contract requirements are met, that all goods and/or services are delivered in a timely manner, and that the financial interests of the university are protected.
Contract Manager Responsibilities:
The primary responsibilities of the Contract Manager include, but are not limited to:
• Serve as the primary point of contact for disseminating instructions regarding the Statement/Scope of Work (SOW) to the vendor.
• Coordinating communications between the university and the vendor.
• Establishing scope of authority, maintain clear lines of communication, and provide any reporting required.
• Managing university assets associated with any contract.
• Providing access to university facilities, equipment, data, personnel, materials, information, and any other required resource(s) needed by a vendor.
• Identifying, documenting, and resolving minor disputes with a vendor in a timely manner.
• Implementing a quality control and assurance process.
• Maintaining appropriate documentation as required by Federal, State, TSUS System, and/or University Policy and Procedures.
• Documenting significant events including deficiencies, deliverables, milestones, and reporting to required parties.
• Monitoring the vendor’s progress and performance to confirm goods and/or services conform to the contract requirements.
• Encumber funds upon contract execution to ensure funds/budget are available for the duration of the contract.
• Inspecting and approving the final goods and/or services are received and approving the goods receipt (GR’s) and/or service receipts (SR’s).
• Authorizing payments consistent with the contract/agreement and in accordance with Institutional operating policies and procedures.
• Performing the contract close-out responsibilities for all contracts/agreements over $250,000.00.
• Ensuring that any changes to the vendor profile in SAP (TCode ZMKO3 – Display Vendor) are reported to Vendor Management at vendorrequests@txstate.edu and that vendor updates their information in PaymentWorks.
• A Letter of Termination will be required to terminate for cause/without cause, dependent on the terms and conditions of the contract/agreement. The Contract Manager will need to contact the Contract Specialist to create a Letter of Termination. This document will need to be sent to the vendor, and both the letter and email saved in the contract in TSUS Marketplace.
• Any other items, reports, responsibilities, etc. as identified in the Contract.
Contract Managers are NOT authorized to:
• Instruct a vendor to start work prior to a fully executed contract and receipt of any required insurance, certification, permits, a fully executed purchase order, and/or other requirements.
• Alter the Statement/Scope of Work, terms, or extend the contract end date of the contract without a formal contract amendment processed by the Contract Specialist.
•Accept changes to the HUB Subcontracting Plan or approve substitutions or additions of subcontractors without documenting the changes and obtaining approval from the Hub Specialist.
• Allow the vendor to incur any obligations outside of the scope of the contract.
Procurement Staff Responsibilities:
The primary contract responsibilities of the Procurement Staff include, but are not limited to:
• Providing guidance, as needed, to the Contract Manager throughout the life of the contract.
• Consulting with OGC to address any legal concerns or issues.
• Receiving and responding to formal contract negotiations between the Institution and the vendor.
• Managing, approving, and documenting any changes to the contract (e.g., amendments, change orders, extensions).
• Ensure all required documents/forms are included in the TSUS Marketplace Contract.
• Assisting in resolving disputes with the vendor in a timely manner.
• Providing notices, as appropriate, when a vendor’s performance is deficient.
• Providing oversight of the Contract Close-out process to properly document the contract closure.